PURCHASING POLICIES & COMPLIANCE

 Understanding key procurement policies is essential. Below are important guidelines you should be familiar with:
 

• Source Selection & Price Reasonableness (SSPR) – This document must be completed and signed by the requesting Department leaders for any purchase $100K or more in annual value.

  • Goods and Services over $100K in annual value must be competitively bid, unless an exception applies.
     

• Contracts Overview – Important information about the UCSF Health contract process, from initiation to execution.

  • Department personnel DO NOT have the authority to sign contracts. All procurement of goods and services must go through Procurement Services, which holds the official contracting authority.
     

• Unauthorized Purchases – Per UC Policy Bus-43, an "unauthorized purchase" is a procurement that has been committed to the vendor without proper authorization. An individual who has not been delegated purchasing authority who makes an unauthorized purchase of goods or services shall be responsible for payment of the charges incurred.​

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 PURCHASING SUPPLIES & SERVICES 

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 As part of our system transition, Lawson will be deactivated on May 1st for users from Saint Francis and St. Mary’s. Moving forward, Allscripts will be the designated   system for purchasing. (Go-live date: 04/23/25) 
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• If you do not have Allscripts Supply Chain Solutions installed, but need access, submit an Access Request Form (ARF) to get started.

• Logging in via Citrix: Only use this option if Allscripts is not installed on your workstation and you need to access the application.

• For further assistance, reach out to Parviz.Alinejad@ucsf.edu.​

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 To ensure smooth operations, please use the following systems for your purchasing needs:

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• Allscripts PMM Requisition – For day-to-day ordering of medical supplies and services.

  • Allscripts Basic Requisitioning

  • Item Search Tool

  • How do I check the status of my order?
     

• DocuSign Requisition – Required for capital purchases and contract-related requisitions.

  • Capital purchases must have a useful life of over two years and valued over $5K.​

  • Contract purchases define performance standards, scope of work, and complex terms associated with the purchase of a good or service.

    • Contract Types: Affiliation, Consignment, Consulting Services, Evaluation/Loan, General Services, Lease/Rental, Maintenance,
      Participation Agreement (Registry), Permanent Placement Agreement, Personal Services, Professional Services, Purchase or Placement via Disposables, Software/Cloud, Special Events, Supply Agreement

  • Equipment Evaluation Process -To initiate an equipment evaluation, follow these steps:​

    • Obtain a quote from the vendor (as if you were purchasing it)

    • Start a Contract Requisition and set your approval routing to the same leaders responsible for purchasing the equipment if/when the time comes

    • The price on the Req should be $0, but you should clearly indicate the overall value of the equipment in the requisition description

    • When your requisition is approved, Procurement will draft and execute an evaluation agreement with the vendor

  • Pre-Req Checklist

  • Cost Center Master Dashboard

  • Expense Code List
     

• Office Depot (ODP) – For office supply purchases only. Ensure you have an ODP account before placing orders.

  • If you need access, submit an ODP Account Form to Jasmine.Cruz@ucsf.edu and Leo.Le@ucsf.edu​

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  NEW PRODUCT REQUEST (NPR) - For any new item or technology you’d like to add to our item file, please submit a request through the  Lumere platform.

   All new product requests must go through this process for review and approval. 

• For futher assistance, reach out to Chris.Bogan@ucsf.edu and Jahi.Toler@ucsf.edu​​​​
  
   

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 POINT OF CONTACT

 Our procurement team is here to support you! Find the right team for your specific needs, whether it's purchasing, contracting, or compliance.
 

• View our team structure: Procurement Organizational Chart
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  • Transactions Team

    • Handles day-to-day ordering with Allscripts requisitions
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  • Standard Contracts & Capital Team

    • Manages purchases and contracts related to:

      • Capital, Consignment, Evaluation/Loan, General Services, Lease/Rental, Maintenance, Purchase or Placement via Disposables, Supply Agreement
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  • Value Analysis & Data Vendor Management Team

    • ​Supports item pricing and vendor-related requests, including:

      • ​Price File, New Item Add, New Vendor Add
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  • Sourcing & Complex Business Contracts Team

    • Manages purchases and contracts related to:

      • Affiliation, Consulting Services, Participation Agreement (Registry), Permanent Placement Agreement, Personal Services, Professional Services, Software/Cloud, Special Events

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       Still have questions? Reach out to Brian.Leonard@ucsf.edu or Edward.Torrento@ucsf.edu